In part two of our Workfront Proof series, we’ll teach you how to attach a workflow to a proof. Be sure to check out part one (create a proof) and part three (use roles, notifications, and stages) for more information.
Types of Workflows
As we upload documents, Workfront Proof provides two types of workflows: basic and automated. Basic workflows allow us to create a single stage approval request. Automated workflows also allow us to create a single approval request, but we can also build multiple stages of approvals with customized durations to meet the needs of our approval rounds.
The simplest way to apply workflows is while uploading our documents, especially when multiple documents need to have the same proofing workflow applied.
The Basic Workflow usually encompasses a few resources who need to review and approve files. Everyone associated to the basic workflow will be notified of the proof at once. If we want to change the proof role and email alert, we can do so by clicking on the three dots. After that, we can set a deadline for the proof. It’s a good idea to check the schedule for a date and time the proof should be reviewed by. Once this is complete, the same deadline will appear for everyone on the proof workflow.
If we want to send out email notifications, we can check the “Notify recipients” box to make sure all associated resources receive an update that shows there’s a new proof ready for review. We can also add a custom message to the notification if needed. Below is a list of proof settings that we can enable for resources collaborating on the file.
- Require Login via Workfront Login
- Only One Decision Required
- Electronic Signature via Workfront Login
- Lock Proof
- Download Original
- Share Proof
- Subscribe to Proof
When we’re done, we’ll select the orange “Create Proof” option to upload the document, generate the proof, and apply the Basic Workflow and any changes to settings we want to make.
Advanced Proofing: Automated Workflows
We should use an automated workflow whenever we need reviews and approvals to occur across stages.
Automated workflows work well when there are different deadlines or triggers for each stage, or when different reviewers and approvers are needed for each stage. This allows us to move our file through stages of reviewers automatically. We don’t need to tag individuals, as Workfront will notify them for us when it’s their turn to work on the document or file.
Because there will be many different review and approval workflows at an organization, we’ll preconfigure these workflows with Workfront’s Workflow Templates, created by a Workfront Administrator.
Best Practices for Workflows
- Designate one or two Proof Administrators to create and maintain templates.
- Use workflow templates when the same workflows are needed and the same approvers are used every time.
- Use a template as a starting point to build most of what is needed in your approval process, then make modifications as needed.
- Make sure the templates are shared with the right people.
Manually Creating an Advanced Workflow
Below, we can see a stage diagram that shows our workflow. Each stage is a dot, and the lines show whether stages are connected concurrently or consecutively.
A workflow stage provides the opportunity to assign reviewers and approvers, and can have different deadlines, reviewers, and decision-makers activated at different times.
The name of each stage appears in the diagram and is included in email notifications sent to users. We may want to create a specific name, like “PDF Approval 1” to give a higher level of detail to our stages.
Learn from Rego
As business transformation leaders, we’ve refined best practices in modern work management or over a decade, across every industry. That’s why 70% of Fortune 20 and 50% of Fortune 100 companies trust us to optimize and support their end-to-end work management services.
If you’re looking for Workfront implementation guidance, training, or support, reach out to our Workfront consultants today. We’ll help you gain measurable ROI from your investment while driving down the cost of implementation, development, and support.